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Level 2

Importing invoices from Excel

Hello. I'm new to quickbooks and I'm having trouble importing from excel. I need to put a message on the invoices but for some reason the information is being put in the 'show on statement'box so it is not showing on the invoices. I am using the sample spreadsheet and putting the message I need shown in the memo column as instructed. I have even tried importing the actual sample data but the same thing happens. Any ideas what could be wrong? Thanks

Solved
Best answer April 07, 2020

Accepted Solutions
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Level 13

Importing invoices from Excel

@PGVicky 

Utilize the trial period of this 3rd party importer tool. Did you see any difference?

https://transactionpro.grsm.io/qbo

 

The template seperates memo/message and private note

BillAddrCountryShipAddrLine1ShipAddrLine2ShipAddrLine3ShipAddrLine4ShipAddrCityShipAddrStateShipAddrPostalCodeShipAddrCountryPrivateNoteMsgBillEmailBillEmailCcBillEmailBccCurrencyExchangeRateDepositToBePrintedToBeEmailedAllowIPNPaymentAllowOnlineCreditCardPaymentAllowOnlineACHPaymentShipAmtShipItemDiscountAmtDiscountRateTaxRateTaxAmtDiscountTaxableLineServiceDateLineItemLineDescLineQtyLineUnitPriceLineAmountLineClassLineTaxable
 110 Main StreetSuite 2000  DallasTX99875 Special HandlingThank you for your order![email address removed][email address removed], [email address removed]   0NYNNY12Shipping 0.02  Y MP3 PlayerBlue MP3 Player255  TAX
 110 Main StreetSuite 2000  DallasTX99875 Special HandlingThank you for your order![email address removed][email address removed], [email address removed]   0NYNNY12Shipping 0.02  Y Leather CaseLeather Case210  TAX
 110 Main StreetSuite 2000  DallasTX99875 Special HandlingThank you for your order![email address removed][email address removed], [email address removed]   0NYNNY12Shipping 0.02  Y Gift CardsGift Cards25  TAX

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16 REPLIES 16
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QuickBooks Team

Importing invoices from Excel

We have a few updates, PGVicky. 

 

Memos on the imported Invoices will show on the Message on statement field. We may want to enter our memo manually once they are imported. I'll surely send this feedback to our engineers and have the option to also enter a Memo on the Message on invoice box. 

 

You can check out these article for more details on how to manage invoices: 

I'll be here if you have further questions. Take care!

Highlighted
Level 2

Importing invoices from Excel

Why does the sample invoice that shows you what information can be imported from excel, show the memo data in the invoice message box? 

Highlighted
Moderator

Importing invoices from Excel

Hey there, PGVicky.

 

I'd be glad to help you import your invoice template in QuickBooks Online. Before importing your invoice template, ensure that your excel spreadsheets are ready and in a format that is accepted by QuickBooks. 

 

To ensure the message field will not show on the statement box, you may need to review your template mapping before importing into QuickBooks.

 

You can check this link in checking and ensuring your invoice fields are mapped correctly: Download instructions & samples.

 

Also, I'm including this article to sere as your guide when importing your templates in QuickBooks: Import custom form styles for invoices or estimates.

 

You can always get back to me if you have any other importing concerns. I'll stick around to help you out.

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Level 2

Importing invoices from Excel

Can someone please try importing the sample data which is given in the instructions? The Memo column goes into the 'message on statement'box. It's not something I am doing wrong, I think it is an error with the software. If someone could check though, that'd be great.

Highlighted
Level 13

Importing invoices from Excel

@PGVicky 

Utilize the trial period of this 3rd party importer tool. Did you see any difference?

https://transactionpro.grsm.io/qbo

 

The template seperates memo/message and private note

BillAddrCountryShipAddrLine1ShipAddrLine2ShipAddrLine3ShipAddrLine4ShipAddrCityShipAddrStateShipAddrPostalCodeShipAddrCountryPrivateNoteMsgBillEmailBillEmailCcBillEmailBccCurrencyExchangeRateDepositToBePrintedToBeEmailedAllowIPNPaymentAllowOnlineCreditCardPaymentAllowOnlineACHPaymentShipAmtShipItemDiscountAmtDiscountRateTaxRateTaxAmtDiscountTaxableLineServiceDateLineItemLineDescLineQtyLineUnitPriceLineAmountLineClassLineTaxable
 110 Main StreetSuite 2000  DallasTX99875 Special HandlingThank you for your order![email address removed][email address removed], [email address removed]   0NYNNY12Shipping 0.02  Y MP3 PlayerBlue MP3 Player255  TAX
 110 Main StreetSuite 2000  DallasTX99875 Special HandlingThank you for your order![email address removed][email address removed], [email address removed]   0NYNNY12Shipping 0.02  Y Leather CaseLeather Case210  TAX
 110 Main StreetSuite 2000  DallasTX99875 Special HandlingThank you for your order![email address removed][email address removed], [email address removed]   0NYNNY12Shipping 0.02  Y Gift CardsGift Cards25  TAX

View solution in original post

Highlighted
QuickBooks Team

Importing invoices from Excel

Hello PGVicky, 

 

When you upload your excel document into Quickbooks, when it asks you to map it do you map the memo to memo? or do you select something different?

Highlighted
Level 2

Importing invoices from Excel


@Fiat Lux - ASIA wrote:

@PGVicky 

Utilize the trial period of this 3rd party importer tool. Did you see any difference?

https://transactionpro.grsm.io/qbo

 

The template seperates memo/message and private note

BillAddrCountryShipAddrLine1ShipAddrLine2ShipAddrLine3ShipAddrLine4ShipAddrCityShipAddrStateShipAddrPostalCodeShipAddrCountryPrivateNoteMsgBillEmailBillEmailCcBillEmailBccCurrencyExchangeRateDepositToBePrintedToBeEmailedAllowIPNPaymentAllowOnlineCreditCardPaymentAllowOnlineACHPaymentShipAmtShipItemDiscountAmtDiscountRateTaxRateTaxAmtDiscountTaxableLineServiceDateLineItemLineDescLineQtyLineUnitPriceLineAmountLineClassLineTaxable
 110 Main StreetSuite 2000  DallasTX99875 Special HandlingThank you for your order![email address removed][email address removed], [email address removed]   0NYNNY12Shipping 0.02  Y MP3 PlayerBlue MP3 Player255  TAX
 110 Main StreetSuite 2000  DallasTX99875 Special HandlingThank you for your order![email address removed][email address removed], [email address removed]   0NYNNY12Shipping 0.02  Y Leather CaseLeather Case210  TAX
 110 Main StreetSuite 2000  DallasTX99875 Special HandlingThank you for your order![email address removed][email address removed], [email address removed]   0NYNNY12Shipping 0.02  Y Gift CardsGift Cards25  TAX

@Fiat Lux - ASIA @Thank you so much. This worked perfectly

Highlighted
Level 2

Importing invoices from Excel


@Ashleigh1 wrote:

Hello PGVicky, 

 

When you upload your excel document into Quickbooks, when it asks you to map it do you map the memo to memo? or do you select something different?


Hi. It's an error with the example and instructions. The memo column should go into the'Show on statement' box, not the 'Show on invoice' box.

Highlighted
Level 1

Importing invoices from Excel

There appears to be a place for "Memo", but that's only internal to QBO users.

 

My issue is that on the import, it doesn't show me the an option for (show on invoice box).

 

Is this a missing feature, or am I missing something?

 

Highlighted
Moderator

Importing invoices from Excel

Hello George28,

 

When mapping the Memo field, it will show in the Message on statement field of the invoice and when creating a statement. 

 

You can enter the details in the Message on invoice manually or Copy&Paste the ones in the Message on statement field.

 

We appreciate that feedback about the importing process, we'll take it into consideration for product updates.

 

Let us know if you have additional queries so we can assist you more.

Highlighted
Level 2

Importing invoices from Excel

I note that there isn't a class field in the sample invoice import file. Could you please confirm whether when importing invoicing data the class (profit centre) can be included. Many thanks

Highlighted
QuickBooks Team

Importing invoices from Excel

Hello Amanda01, 

 

There is no column for class on the sample file for importing invoices and there will be no option to map it into QuickBooks if you add the column in. You will have to add the classes in manually after the invoices are imported. 

 

Highlighted
Level 13

Importing invoices from Excel

@Amanda01 

Utilize the trial period of TPI for Online

https://transactionpro.grsm.io/qbo

 

RefNumberCustomerTxnDateDueDateShipDateShipMethodNameTrackingNumSalesTermLocationClassBillAddrLine1BillAddrLine2BillAddrLine3BillAddrLine4BillAddrCityBillAddrStateBillAddrPostalCodeBillAddrCountryShipAddrLine1ShipAddrLine2ShipAddrLine3ShipAddrLine4ShipAddrCityShipAddrStateShipAddrPostalCodeShipAddrCountryPrivateNoteMsgBillEmailBillEmailCcBillEmailBccCurrencyExchangeRateDepositToBePrintedToBeEmailedAllowIPNPaymentAllowOnlineCreditCardPaymentAllowOnlineACHPaymentShipAmtShipItemDiscountAmtDiscountRateTaxRateTaxAmtDiscountTaxableLineServiceDateLineItemLineDescLineQtyLineUnitPriceLineAmountLineClassLineTaxable
101Janice Johnson01/10/2020 01/12/2020Ground Net 30  110 Main StreetSuite 2000  DallasTX99875 110 Main StreetSuite 2000  DallasTX99875 Special HandlingThank you for your order![email address removed][email address removed], [email address removed]   0NYNNY12Shipping 0.02  Y MP3 PlayerBlue MP3 Player255  TAX
101Janice Johnson01/10/2020 01/12/2020Ground Net 30  110 Main StreetSuite 2000  DallasTX99875 110 Main StreetSuite 2000  DallasTX99875 Special HandlingThank you for your order![email address removed][email address removed], [email address removed]   0NYNNY12Shipping 0.02  Y Leather CaseLeather Case210  TAX
101Janice Johnson01/10/2020 01/12/2020Ground Net 30  110 Main StreetSuite 2000  DallasTX99875 110 Main StreetSuite 2000  DallasTX99875 Special HandlingThank you for your order![email address removed][email address removed], [email address removed]   0NYNNY12Shipping 0.02  Y Gift CardsGift Cards25  TAX
Highlighted
Level 1

Importing invoices from Excel

When would we need to use a third party app to import invoices from Excel vs just using the import invoice function in QB? Everybody is telling me to use an app but I'm not sure why. thanks 

Highlighted
QuickBooks Team

Importing invoices from Excel

Hi Sharon!

 

I think other contributors, like Fiat Lux - ASIA, are just letting you know that there are third-party apps out there that you can use to import invoices. This feature in QuickBooks supports an Excel format, and it's free. If you're importing invoices from other formats, maybe a third-party app can help.

 

Please don't hesitate to go back to this thread if you have other questions about importing invoices.

Highlighted
Level 13

Importing invoices from Excel

@sharon01 

You may need a 3rd party app to import certain data field (e.g Class) as I mentioned earlier.